07/23/03 Minutes
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YELM CITY COUNCIL MEETING
MINUTES
REGULAR MEETING
WEDNESDAY, JULY 23, 2003
Mayor Pro Tern Thompson called the meeting to order at 7:30 p.m.
Roll Call. Present: Don Miller, Bob Isom, Ron Harding and Pat Fetterly.
John Thompson as Mayor Pro Tern. Mayor Rivas is expected to arrive
late.
Agenda Approval
MOTION BY BOB ISOM, SECONDED BY RON HARDING
APPROVING THE AGENDA WITH THE ADDITION OF
DISCUSSION OF MEETING ON SEWER SYSTEM
CONNECTION WITH OTHER CITIES AS ITEM 8 E. CARRIED.
Special Presentations - None
Public Comment - There was no response to the call for comments.
Consent Agenda
Council Minutes: Regular Meeting, July 9, 2003
Payables: Checks 20501-20581 totaling $71,357.63
Manual Checks 20501-20517, totaling $2,042.03
Claims Checks 20518-20581, totaling $69,315.60
Payroll: Preliminary Payroll July 2003
Park Use Requests were approved for use of Yelm City Park for Martial
Arts Demo Competition on 08-23-03.
MOTION BY PAT FETTERLY, SECONDED BY RON HARDING
APPROVING CONSENT AGENDA ITEMS AS PRESENTED.
CARRIED.
Public Hearing(s) - None
New Business
ORDINANCE 784 Budget Amendment Transferring $30,000 from
Current/General Fund Reserve to Planning/Community Development for
Computer Equipment Software Permit Tracking and Increasing Revenue
and Expenditure for Building Department Plan Review and Plan Review
Services by $10,000. Grant Beck reviewed the staff report indicating that
$30,000 was appropriated for the project in 2002. The funds were not
spent due to a billing delay and were carried forward at the end of the
year as beginning net cash. The request would reappropriate the unspent
funding to 2003.
Yelm City Council Minutes
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Page 1 of 5
Discussion included questions about expectations, progress on
implementation, and staff availability to do data entry.
Mr. Beck responded that the system would move all the current
information to one repository of data that would be easily accessible,
tracking all uses of a parcel including permit information, LID/ERU,
business license, final inspections, internet access, progress, etc. He
added the template is done and testing will begin in a week or so with
completion anticipated the end of August.
03-63
The building department revenue exceeds the 2003 estimates due to the
volume of construction. Expenditures for reviews rise along with revenue
for this function. The appropriation would increases both the revenue and
expenditure sides of the budget.
MOTION BY BOB ISOM, SECONDED BY PAT FETTERLY
ADOPTING ORDINANCE 784 AMENDING THE 2003 BUDGET
BY MOVING $30,000 FROM THE GENERAL FUND RESERVE
TO PLANNING COMMUNITY DEVELOPMENT FOR PERMIT
TRACKING AND INCREASE REVENUE AND EXPENDITURE
BY $10,000 IN BUILDING DEPARTMENT FOR PLAN REVIEW.
CARRIED.
b.
Second and Third Street Sidewalk Project Construction Deemed
Complete to Release Retainage to Looker and Associates.
Stephanie Conners began her report with an update of three ongoing
projects;
1) City of Yelm received a $1000.00 Loss Control Grant from A WC
to be used for sidewalk repairs.
2) Touch Meter Read System is out to bid with opening on 07-29-03.
3) Stevens Street Project moving forward. Preliminary Plan Meeting
with property owners scheduled for 07-28-03, 6:00 p.m. at the Public
Works Facility.
Mayor Pro Tern Thompson turned the meeting over to Mayor Rivas at
7:43 p.m. Councilmember Thompson returned to his position on the
Council.
Stephanie Conners continued reporting that the Second and Third Street
Sidewalk Project has been completed successfully under the contract
price, therefore requesting release of the retainage to Looker &
Associates.
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03 -64
Councilman Thompson noted that there are trees that have not survived.
The trees were donated by the Tree Board and not part of this retainage.
Tim Peterson indicated they would be replaced if they did not come back
when expected.
MOTION BY PAT FETTERLY, SECONDED BY JOHN
THOMPSON DEEMING SECOND AND THIRD STREET
SIDEWALK PROJECT COMPLETE AND AUTHORIZING
RELEASE OF $3,253.45 RETAINAGE TO LOOKER &
ASSOCIATES. CARRIED
c.
Engineering Service Contract Approval Request for Skillings/Connelly
Scope of Work on the Water Comprehensive Plan. Stephanie Conners
reported that the Scope of Work provided is the second piece in the plan
and included four phases of the Comprehensive Plan. It does not include
the fifth phase that would be addressed at another date. The Scope of
Work outlines the phases and costs associated. It would begin with the
design phase and construction of the reuse line in the Spring.
Councilmembers expressed concern about Phase One and the possibility
of additional fieldwork needed and costs associated if asbuilts are not
available at the school to complete the connection from the new reuse
line to the Yelm High School irrigation. Tom Skillings indicated that
they hoped to work closely with the school to complete the connection.
Shelly Badger added that Land Use for the school's expansion will
require use of reuse irrigation. The completed connection will be of
benefit to both the school in savings on water expense as well as the
city's reclaiming a source of potable water for future connections and
extending the life of Y elm's water rights.
Discussion continued about the alignment of this reuse line and
availability to owners to make connections along the route. It was
suggested that a future comprehensive plan is needed to review the entire
City with consideration for the best route for any new reuse line.
03-65 MOTION BY BOB ISOM, SECONDED BY RON HARDING
AUTHORIZING MAYOR RIVAS TO SIGN CONTRACT WITH
SKILLINGS/CONNELLY IN THE AMOUNT OF $237,612.00 TO
PERFORM THE REQUIRED ENGINEERING SERVICES FOR
THE WATER CAPITAL IMPROVEMENT PROJECTS AS
IDENTIFIED IN THE WATER COMPREHENSIVE PLAN AND
REVENUE BOND WITH THE EXCEPTION OF PHASE 5.
CARRIED.
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Ordinance 785- Budget Amendment Creating a Temporary Part-Time
Public Works Office Assistant Position. Stephanie Conners provided a
staff report indicating a temporary office assistant was needed to fill in
for a full time employee who was out for a three week period.
MOTION BY RON HARDING, SECONDED BY JOHN
THOMPSON ADOPTING ORDINANCE 785 AMENDING THE
2003 BUDGET CREATING A TEMPORARY PART TIME
PUBLIC WORKS OFFICE ASSISTANT POSITION. CARRIED.
Opposed: Pat Fetterly.
Preliminary discussion with Roy and Rainier regarding feasibility of
connection with Yelm Sewer/ Reuse was added as an agenda item by
Motion #03-61.
Councilmember Isom expressed his disappointment with how he was
notified after the fact that a meeting with Roy, Rainier and Yelm Mayors
took place. He felt the interest in meeting on this subject with the other
Mayors should have been discussed with the Council, possibly in a work
session prior to the meeting. Councilmembers Fetterly and Harding
expressed similar feelings of concern.
Mayor Rivas responded that this meeting was part of his day to day
operation and mayoral authority and that the e-mail sent was in line with
the "no surprise rule" as defined in the Council handbook. He explained
that the cities of Roy and Rainier called for the meeting and that the
purpose was to gather information to bring back to the Council if there
was any interest.
Old Business
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ORDINANCE 783 Budget Amendment. This item is a follow-up to a
directive to prepare an ordinance creating a Permanent Full Time
Position for WWTP Reuse Operator Assistant in the Sewer Department.
MOTION BY BOB ISOM, SECONDED BY DON MILLER
ADOPTING ORDINANCE 783 AMENDING THE 2003 BUDGET
CREATING A PERMANENT FULL TIME POSITION FOR
WWTP REUSE OPERA TOR ASSISTANT IN THE SEWER
DEPARTMENT. CARRIED.
Mayor and Council Reports and Initiatives and Board/Commission
Business.
Councilmember Isom provided correspondence for distribution to the
Council in Study Session packet regarding request for cities to host a
Diversity Resource Roundtable during Race Equality Week,
Sept 29- Oct 3, 2003.
Yelm City Council Minutes
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Executive Session - none
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Correspondence reviewed. Staff reminded Council of public meeting
scheduled for August 27,2003 at 6:00 p.m. prior to regular City Council
Meeting. This meeting is hosted by Thurston County Auditor's Office to
receive input from the public and elected officials on Election Ballot
Change Options.
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Adjourn: 8:36 p.m.
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Attest:
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Agnes P. Bennick, CityClerk/Treasurer
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